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01-14-09 PRST -1 Brlz� OF 0 cle4e4m/ YTD Proposed Actual Actual 2008 Thru 2009 Detail Account Description 2006 2007 Budget 6/30/08 Budget Explanation/Discussion DEPT 45200 Parks Maintenance E 101-45200-101 Full -Time Employees Regular $ 36,528.54 $ 37,735.92 $ 44,846.00 $ 17,048.76 $ 48,686.00 One full-time equivalent E 101-45200-104 Part-time - Employees Regular - - 24,000.00 - 16,000.00 3 seasonal PT employees E 101-45200-121 PERA 2,191.72 2,341.47 2,914.00 1,101.43 3,286.00 6.75% employer rate E 101-45200-122 FICA AND MEDICARE 2,794.45 2,448.06 5,267.00 1,304.22 4,948.00 7.65% employer rate E 101-45200-123 Health 7,392.00 3,318.00 9,432.00 - 8,570.00 Based on 2009 ins. rates E 101-45200-130 Employer Paid Ins (GENERAL) - - 507.00 - 630.00 1 FT plus 10% increase E 101-45200-202 Gas & Oil - 3,171.13 7,500.00 798.34 5,000.00 Based on 2008 usage E 101-45200-204 Insurance 24,696.00 29,209.00 30,000.00 - 35,750.00 Some incr. in 2009 E 101-45200-210 Operating Supplies (GENERAL) 1,481.91 7,462.93 10,000.00 1,394.15 10,000.00 Includes fert.,chemical, etc. E 101-45200-220 Repair/Maint Supply (GENERAL) - 2,330.03 7,000.00 3,386.23 7,000.00 More equipment but newer E 101-45200-240 Small Tools/Equipment 276.12 603.68 5,000.00 1,918.86 5,000.00 Small park tools E 101-45200-310 Miscellaneous 6,219.98 96.94 500.00 - 500.00 Same as 2008 E 101-45200-322 Utilities 2,466.69 20,286.99 22,000.00 3,611.94 25,000.00 New lights in parks, Lilypd irrig. E 101-45200-325 Garbage Service - - 1,000.00 - 1,000.00 Same as 2008 E 101-45200-390 Contracted Services 28,128.99 6,137.17 18,000.00 18,000.00 Superior Lawn, T & C E 101-45200-400 Repairs & Maint Cont 2,016.65 1,468.91 7,000.00 - 7,000.00 Same as 2008 E 101-45200-410 Rentals (GENERAL) 8,657.00 9,134.70 7,500.00 2,395.00 12,000.00 Park portables E 101-45200-438 Pavement Management - 78.47 25,000.00 - 25,000.00 Continue trail mgmnt plan E 101-45200-501 - Equipment 12,507.66 - - - - Total Park Maintenance $ 135,357.71 $ 125,823.40 $ 227,466.00 $ 32,958.93 $ 233,370.00 ST -1 CCz<,kCx/ r,4 YTD Proposed Actual Actual 2008 Thru 2009 Detail Account Description 2006 2007 Budget 6/30/08 Budget Explanation/Discussion DEPT 45250 Park Commission Activities E 101-45250-100 Wages and Salaries (GENERAL) $ 1,270.00 $ 690.00 $ 1,000.00 $ $ 1,000.00 No change E 101-45250-310 Miscellaneous 100.21 419.34 - - E 101-45250-350 - Printing and Binding 1,535.26 - E 101-45250-410 Rentals (GENERAL) - - - (483.07) - -All in Park maintenance E 101-45250-440 Recreation Programming 23,654.30 17,133.46 24,000.00 (13,321.81) 27,000.00 _ $6,000 + $21,000 for ISD 728 E 101-45250-530 Park Improvements - - - 20,000.00 For smaller capital items $ 26,559.77 $ 18,242.80 $ 25,000.00 $ (13,804.88) $ 48,000.00 DEPT 45300 Heritage Preservation Comm E 101-45300-101 Full -Time Employees Regular $ 380.00 $ 250.00 $ 500.00 $ E 101-45300-310 Miscellaneous $ 100.00 $ 414.67 E 101-45300-350 Printing and Binding 130.00 2,158.92 - - $ 500.00 _No change Total Heritage Preservation Commission $ 610.00 $ 2,823.59 $ 500.00 $ - $ 500.00 -42- City of Otsego Equipment Revolving Fund - Fund 206 Actual/Projected Fund Balance, January 1 Add: -PAmk U;Pmp N1 lf�fZJ4_54 Fft-M 180,000 190,000 200,000 Preliminary Water and Sewer Fund contribution for Truck with Hoist Actual Actual Current Projected 2006 2007 2008 2009 2010 2011 $ 290,930 $ 350,887 $ 366,985 $ 390,779 $ 209,149 $ 184,378 General Fund budget transfer 169,182 154,000 180,000 190,000 200,000 210,000 Water and Sewer Fund contribution for Truck with Hoist - - - - Sale of assets 4,000 Interest Income projected at 2.5% of beginning of year balance 9,022 15,002 - 9,769 5,229 4,609 Balance and Additions 469,134 523,889 546,985 590,549 414,378 $ 398,987 Less: Public Works Vehicles & Equipment Tractor/roadside mower/broom 60,810 Roller 13,312 Tractor - JD4720 (replaced two others) 24,955 Landpride mower 11,580 Overseeder 7,590 Safety equipment & misc. 7,025 Tools 15,191 Mobile Lifts 31,356 Mower (parks) 19,194 25,000 Lawn mower 2,620 2006 Ford F-450 Dump Truck 34,631 Sign shop equipment/software/consulting setup 14,763 PW Building furnishings 32,124 2008 Sterling L8500 plus plow equipment 141,243 Crane/Box for 2002 Ford 14,963 Budgeted but not expended as of this date Vac & Jetter Truck (new vac jeffer trucks are about $300,000) - some monies can come from S & W 90,000 Backhoe, net of expected trade in Sprayer (5,000), Vacuum trailer (17,500), Aerator(4,500) 5,000 Mowing trailer (2,500), Tack trailer (13,000) - Tack trailer built by PW Department Tandem Dump W/Plow 160,000 S/A Dump W/Plow 135,000 140,000 Toolcat (all-purpose vehicle) 55,000 Used boom truck 25,000 Air compressor & equipment 20,000 Hydraulic 18" mill (9,500), Walking irrigator (8,900), Harley rake (8,000) 26,400 Upgrade skidster loader 15,000 Replace 2002 Ford 1 ton with plow 35,000 Recondition road grader or sweeper 175,000 Miscellaneous small equipment 20,000 40,000 Total Expenditures 118,247 156,904 156,206 381,400 230,000 355,000 Actual/Projected Fund Balance, December 31 $ 350,887 $ 366,985 $ 390,779 $ 209,149 184,378 $ 43,987 Other Budgeted Funds -4- reconciled 12/31/2008 1/13/2009 P, e —�Lk .5 �1'-Jel P Me -4 F , L"�- -* I City of Otsego Park Development Fund Summary of Activity For The Years Ended December 31, 2003 through 2008 Revenue Park dedication fees Interest income Total Revenue Expenditures Park development Excess Revenue (Expenditures) Fund Balance, January 1 Fund Balance, December 31 Preliminary 2003 2004 2005 2006 2007 2008 Totals $ 478,631 $2,140,540 $ 1,861,463 $ 166,302 $ 121,158 $ 8,216 $4,776,310 9,510 20,911 76,766 100,060 63,181 - 270,428 488,141 2,161,451 1,938,229 266,362 184,339 8,216 5,046,738. 1,284,192 517,067 1,344,118 1,771,656 287,803 76,384 5,281,220 (796,051) 1,644,384 594,111 (1,505,294) (103,464) (68,168) (234,482) 1,347,956 551,905 2,196,289 2,790,400 1,285,106 1,181,642 1,347,956 $ 551,905 $2,196,289 $2,790,400 $1,285,106 $ 1,181,642 $ 1,113,474 $ 1,113,474 From 2003 thru 2007 the City completed work on the following park projects: Prairie Park, School Knoll Park, Lilly Pond Park, Beaudry Meadows Park, Kittredge Crossings Park and Zimmer Farms Park. In 2008 the park projects included Lilypond lighting and irrigation and the Ohland bike path park development 203.xIs Page 1 City of Otsego imunity Facilities Special Revenue Fund No. 208 Actual/Projected Fund Balance, January 1 Add: Developer fees Interest Income projected at 2.5% of beginning of year balance Balance and Additions Less: Development projects Total Expenditures Actual/Projected Fund Balance, December 31 Actual Actual Preliminary Projected 2006 2007 2008 2009 2010 $ 817,511 $ 897,647 $ 961,718 $ 963,362 $ 987,446 47,158 19,567 1,644 32,978 44,504 - 24,084 24,686 897,647 961,718 963,362 987,446 1,012,132 $ 897,647 $ 961,718 $ 963,362 $ 987,446 $ 1,012,132 Other Budgeted Funds -4- 1/13/2009 NORTHWEST ASSOCIATED CONSULTANTS, INC. 4800 Olson Memorial Highway, SUite 202, Golden Valley, MN 55422 Telephone: 763.231.2555 Facsimile. 763.231.2561 plan ners,a-nacpla nning. com MEMORANDUM TO: Otsego Parks and Recreation Commission FROM: Daniel Licht, AICP DATE: 7 January 2009 RE: Otsego — Policy Manual; Adopt -A -Park program NAC FILE: 176.08 The Parks and Recreation Commission requested that City staff review the City's current Adopt -A -Park program to provide more detail and description regarding potential activities and expectations for the City and participants. A draft Adopt -A -Park policy is provided for initial review at the Parks and Recreation Commission meeting on 14 January 2009 along with a revised application/agreement form, waiver form and activity reporting form. The revised policy provides greater direction as to the administration of the program and outlines expectations for the most common activities. Flexibility to consider unique projects that may be proposed from time to time is also incorporated. The Parks and Recreation Commission should review the draft materials and provide comment and direction to City staff on any modifications or additional information to be included. Once the draft policy has been finalized by the Parks and Recreation Commission, it is subject to approval by City Council resolution. C. Mayor Jessica Stockamp Council Member Mark Thorsted Brad Belair, Public Works Supervisor Tami Loff, Deputy Clerk POLICY 1 ADOPT -A -PARK Section: 1.01: Purpose 1.02: Participation 1.03: Program 1.04: Park and Trail Rules 1.05: Agreement 1.06: Waiver of Liability 1.01: PURPOSE: The purpose of the Otsego Adopt -A -Park program is to encourage business, civic groups or individuals to assist, on a volunteer basis, in improving and maintaining City parks and trails to provide for a welcoming and safe recreation experience for all users. 1.02: PARTICIPATION: A. Eligible Participants: All persons eighteen (18) years of age or older. 2. Persons ten (10) years old, but under the age of eighteen (18) years may participate provided that at least one person eighteen (18) years of age or older is present as the primary responsible person to supervise any work or service performed under the Adopt -A -Park program. 3. A minimum group size of _ persons is required for adoption of an entire park. B. Application: Requests to participate in the Otsego Adopt -A -Park program shall be submitted to the City Clerk using the form provided by the City and shall include the following information: a. Name of organization. Name, address and phone number of a primary contact person at least eighteen (18) years of age or older. C. Names and addresses for all participants; ages for any participants under the age of eighteen (18) years. d. Choice of park or trail facilities to adopt. e. Proposed activity program. Other information requested by City staff, the Parks and Recreation Commission or City Council. The Parks and Recreation Commission shall review the application and proposed program activities and make a recommendation to the City Council as to approval of the application taking into consideration the capabilities of the participants and scope of the activity program in relation to the facility to be adopted. 3. Upon receiving a recommendation from the Parks and Recreation Commission, the City Council shall consider the application with approval requiring a majority vote. C. Participant Commitment: Participants will be a positive representative of the City of Otsego and a good role model for public service within the community. 2. Participants agree to a two (2) year commitment to the Adopt -A - Park program; a two (2) year commitment shall not be required for special projects approved under this Policy or as otherwise recommended by the Parks and Recreation Commission and approved by the City Council. 3. Participation in the Adopt -A -Park program may be renewed at the end of the commitment period upon recommendation by the Parks and Recreation Commission and approval of the City Council. 4. The City Council may terminate a participant in the Adopt -A -Park program at any time. D. City Support: The City Council will award a certificate of appreciation to participants at a regular City Council meeting. VA 2. A sign identifying the participants will be placed for programs involving adoption of an entire park after acceptance of at least two (2) activity reports by the Parks and Recreation Commission. 3. Public works staff will coordinate and oversee participant activities. 4. The City will provide: a. Trash bags and trash pick-up/disposal. b. Other hand tools or safety equipment as determined by the Public Works Supervisor. 1.03: PROGRAM ACTIVITIES: A. Areas to adopt may include entire parks or particular areas within specific parks including the following: 1 . Neighborhood parks. 2. Playgounds, picnic areas, sports fields/courts within community parks. 3. Trail segments. 4. Trees, shrubs, flower beds. 4. Undeveloped park land. B. Adopt -A -Park program activities may include: Inspection of the adopted park facilities a minimum of one (1) time per month to pick up trash, identify needed repairs, light replacement and report graffiti or vandalism. 2. Park maintenance a minimum of two (2) times per year for trash pickup, rake grass or sand to remove leaves, sweep shelters, sidewalks and trails and clean picnic tables and benches or other activities as approved by the Public Works Supervisor. 3. Planting of flowers, shrubs and/or trees. a. Plants to be installed must be of a type and size approved by the Public Works Supervisor. Participants are required to maintain and water installed plants for a minimum of one growing season. 3 C. The scope of work may be limited to adoption of one or mor, planting beds within a given park. 4. Other activities subject to review by the Parks and Recreation Commission and approval of the City Council. C. Participants shall submit a monthly report of activities to the Parks and Recreation Commission on the form provided by the City. D. Activity Rules: Work or service shall be limited to the approved activity within the designated area upon City property. 2. Work or service only to be performed between the hours of 8:00 AM and 6:00 PM. 3. There must be at least one (1) person eighteen year of age or older present or each five (5) persons under the age of eighteen (18). 4. Participants shall wear gloves and closed toe shoes while doing the work or service. 5. The use of power tools, equipment and machinery by participants is prohibited. 6. Participants shall not attempt repair of City owned property and will report any needed repairs to the Public Works Supervisor. 7. Participants shall not attempt removal of any hazardous or unreasonably large or heavy items and will report any such material to the Public Works Supervisor. E. All activities shall be coordinated with the Public Works Department: The date and time work or service is to be performed shall be approved by the Public Works Supervisor at least fourteen (14) days in advance of the scheduled activity. 2. The Public Works Supervisor will review any safety procedures and special instructions with participants before each activity. 1.04: PARK AND TRAIL RULES: Participants in the Adopt -A -Park program shall comply with all rules and regulations for City parks and trails established in Chapter 6, Section 7 of the City Code. S 1.05: AGREEMENT: Participants shall enter into an informal agreement with the City of Otsego for volunteer services to maintain and make improvements within City parks and trails in accordance with a work program reviewed by the Parks and Recreation Commission and approved by the City Council and agreeing to waive liabilities as set forth by this Policy. 1.06: WAIVER OF LIABILITY: All participants in the Otsego Adopt -A - Park program engaged in any work or service performed under this policy shall s agreeing to the following: A. All participants shall assume liability for and save the City of Otsego, its agents and employees, harmless from and fully indemnify the City for any and all claims for damages, actions or causes of action of any nature arising out of the work or service to be done under the Adopt -A -Park program. B. All participants shall not be considered employees, agents or contractors of the City of Otsego and any and all claims made by the participants or other party engaged in work or services to be done under the Adopt -A - Park program shall in no way be the obligation or responsibility of the City of Otsego. C. All participants shall provide a signed waiver of liability in the form provided by the City prior to any work or service activity being performed under the Adopt -A -Park program. 5 CITY OF 0 T S E G 0 8899 Nashua Ave., NE, Otsego, MN 55330 Phone: 763-441-4414 Fax: 763-441-8823 Adopt -A -Park Group (or Participant): ADOPT -A -PARK PROGRAM PROPOSAL AND AGREEMENT Contact Information for Responsible Individual (minimum 18 years of age or older): Name: Address: City: State: Zip Code: Phone(d):_ (e): e-mail: * Please provide a separate list of all participants names, ages and contact information. Program Proposal Park or Area to be Adopted: Scope of Work: Terms and Conditions 1 . This agreement shal I be in effect for one (1) year from the date of City Council approval. 2. The participant(s) shall develop and follow an activity program of the property in accordance with the Adopt -A -Park policy of the City of Otsego. 3. The participant shall provide a monthly report all program activities to the Parks and Recreation Commission. 4. Each individual participating in the Adopt -A -Park program must sign a liability waiver in the form provided by the City of Otsego. 5. Participants shall follow all park and trail regulations established by the Ci ty Code and adhere to the Adopt -A -Park policy. 6. The City of Otsego may terminate this agreement at any tim e. Participant: Date: CITY OF 0 T S E G 0 8899 Nashua Ave., NE, Otsego, MN 55330 Phone: 763-441-4414 Fax: 763-441-8823 Adopt -A -Park Group (or Participant): Participant Information: Name: Address: City: Phone(d): (e): Release of Liability and Waiver Agreement: ADOPT -A -PARK PROGRAM LIABILITY WAIVER State: Zip Code: e- mail: In consideration of myself or my child's participation in the City of Otsego's Adopt -A -Park program 1, the undersigned, agree that: A. All activities undertaken by me or my child are at my or my child's own risk and that the City of Otsego, its employees, agents, contractors and volunteers shall not be liable for any claim, demand, injury, damage, action, or causes of action whatsoever to myself or my child, my property or my child's property do to the negligence or failure to act of the City of Otsego, its employees, agents, contractors and volunteers arising out of or connected with my or my child's participation in this program. I expressly forever release and discharge the City of Otsego its employees, agents, contractors and volunteers from any such claim, demand, injury, damage, action, or causes of action whatsoever. B. I understand that my signature is required before my or my child's participation is allowed. I have read this agreement carefully and know and understand its contents. I agree to participate or allow my child to participate in the Adopt -A -Park program sponsored by the City of Otsego. I understand that participation in the program is completely voluntary and that the program is being offered as an optional activity for the benefit of the participants and that there is no requirement to participate in the program. Participant: If participant is under eighteen (18 ) years of age: Date: Parent/Guardian: Date: CITY OF 0 T S E G 0 8899 Nashua Ave., NE, Otsego, MN 55330 Phone: 763-441-4414 Fax: 763-441-8823 Adopt -A -Park Group (or Participant): Month of: Contact Information for Responsible Individual: Name: Phone(d): Activity Report: Date # of Activities Participants Notes/Comments: Participant: (e): ADOPT -A -PARK PROGRAM MONTHLY REPORT e- mail: Date: Please e-mail this report to cityha1l(@ci.otse_qo.mn.u2 by the first Monday of each month.